ATTACHMENT_0015_--_Guidelines_for_Writing_Evaluation_Notices_ENs_and_EN_Form.pdf

Source Selection Information – See FAR 2.101 and FAR 3.104

APPENDIX D

60mm and 81mm FRPC LAP

Guidelines for Writing Evaluation Notices (ENs) and EN Form

1. In a competitive procurement, your job is not to get the Offeror to submit the best possible proposal. Your job is to evaluate the proposal submitted; obtain additional information (through the SSEB Chairperson/PCO) from the Offeror when needed to perform this process; document your evaluation/assessment;

and evaluate/assess the Final Revised Proposal (if any) including responses to the evaluation notices. The U.S. Government’s obligation during discussions is to call the Offeror’s attention to all deficiencies, uncertainties, and weaknesses at least once.

2. Always reference the RFP, proposal and prior related ENs when writing a notice.

This provides an excellent method of tracking the finding.

3. Do not use adjectives (e.g. poor) which require some comparison to an unknown standard in order to establish the meaning of the objective, nor use the adjectival rating within the narrative (e.g. outstanding solution).

4. Remember to write the ENs so that, to the extent possible, contracting and legal can understand them as well as the Offeror.

5. If the RFP establishes a firm requirement, the Offeror’s proposal must not deviate from the requirement. In writing a deficiency EN, reference the RFP requirement, Offeror’s proposal (if appropriate) and state that Offeror has failed to comply with a firm requirement of the RFP.

6. If the RFP does not establish a firm requirement, you may not suggest or imply ways to improve the proposal. You should identify weaknesses and explain why the U.S. Government considers it to be a weakness. Include reference to the proposal and RFP (if appropriate).

7. If you believe the U.S. Government’s PWS/requirement is in error or deficient, do not attempt to get the Offerors to cure it in their proposal by an EN. Instead, bring it to the attention of the SSEB Chairperson or PCO immediately.

8. For ENs, do not discuss the impact to the U.S. Government should the proposal be accepted. Such qualifications are for internal U.S. Government evaluations.

The purpose of the EN is to call the Offeror’s attention to the finding. The degree of impact should only be identified in your evaluation report.

9. Whenever possible write the EN in an unclassified form. Instead, include the classified information location in the RFP or proposal.

EVALUATION NOTICE (EN)

_____FAR 15.306(a) Clarification _____FAR 15.306(b) Communications _____FAR 15.306(d) Discussions

RFP: _____________________________________________

Offeror____________________________________________ Control#______________________

Source Selection Information – See FAR 2.101 and FAR 3.104

RFP REFERENCE: (Specify RFP paragraph number, Section M reference, etc.)

GOVERNMENT COMMENT:

Factor Sub-factor PROPOSAL REFERENCE: (Specify Offeror’s document, Proposal Volume, paragraph, and page number)

SUMMARY: (Description of issue in question and specific request for additional / supplemental information needed to clarify or correct the issue. Include references to the solicitation if necessary)

EVALUATOR: (Note: The evaluator's name should not be included on the copy sent to the Offeror; delete this section prior to sending to the Offeror)

OFFEROR RESPONSE:

EVALUATOR ASSESSMENT OF OFFEROR RESPONSE: Address impact (including impact on Offeror ratings, if any) and evaluate response.